November 2023
Systematix and its related companies is a staff, solutions resourcing, and consulting organization for our clients. It is our mission to bring clients and resources together to create solutions to business problems. To do so, we collect and use the personal data that you provide.
For this Policy, we as a data controller, according to EU GDPR definitions, determine how your data is used and processed.
We have appointed a Privacy Officer and Privacy Office to assist with questions, requests, and complaints regarding this Privacy Policy and the collection and processing of your data. For details on how to contact us, see the section How to ask a question or file a complaint within this document.
With the implementation of legislative and regulatory frameworks such as the General Data Protection Regulation (GDPR) in the EU, the Data Protection Act 2018, the UK’s implementation of the General Data Protection Regulation (UK-GDPR), the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada and Law 25 in Quebec, it is essential for all organizations to update their information security policies.
This Privacy Policy (together with our Terms of Use, Information Security Policy and any other documents referred to in it) sets out the basis on which any personal data that all legal entities of the organization and their representatives (collectively “Systematix”) collect from you, gathers through agreement through the job or professional engagement boards (i.e. Monster, LinkedIn) or that you provide to us via the Systematix.com website and/or any other Systematix group websites, will be processed by us. Systematix takes all reasonable care to ensure your personal data is processed safely and that all processes involving personal data are aligned to best practices and comply with the requirements of the Applicable Data Protection Legislation.
To achieve compliance, we based our Policy on the following principles:
Responsibility
- Appoint a privacy officer.
- Establish policies and governance practices relating to data protection.
- Establish a privacy policy in simple and clear terms.
- Report privacy incidents.
Transparency
- Publish the privacy policy and governance rules.
- Inform about the reasons to collect personal information and how it is processed.
- Inform about the possible use of location or identification profiling technology.
Consent
- Seek consent to collect, use or disclose personal information.
- Obtain consent in simple and clear terms.
By submitting personal information to Systematix, you agree to this policy. Your explicit consent will be requested as required via specific forms. Any questions or concerns should be directed to privacy@systematix.com.
What Information will we collect and why? How will we use it?
We process personal data for purposes of our legitimate interests, granted that those interests do not override any of our users’ interests, rights, and freedoms. This legitimate interest includes processing for marketing, research, and business development purposes.
We also process personal data for other purposes with consent, but you have the right to withdraw consent to the processing for specific purposes, as outlined below.
Systematix collects both personal data (such as name and contact details) and sensitive personal data (such as your CV) via several sources such as third-party websites (i.e., Monster, Indeed, Workopolis, etc.) and job/professional social media mechanisms (i.e., LinkedIn). The personal data and sensitive personal data will be stored, processed, used, and disclosed as follows:
- provide recruitment services and facilitate the recruitment process,
- assess opportunities,
- send information to clients to apply or assess your eligibility for jobs (with specific permission),
- enable CV submission, online job application, and/or subscribe to alerts about jobs,
- allow participation in specialist online training services,
- allow participation in interactive features of our service,
- market recruitment services (permanent, temporary, contract, outplacement, and recruitment process outsourcing services),
- enable the development and marketing of products and services with your consent,
- improve services and customer services including our website and affiliated company websites,
- send you reports, promotions, offers, networking/client events, and general information about the industry sectors which might be of interest and with your consent,
- answer your questions and enquiries,
- send to third parties services that you or our client have requested, such references, qualifications and criminal reference checking services, verification of the details you have provided from third party source, psychometric evaluation, or skill test,
- send to third parties provide services to us, such as professional advisors, IT consultants carrying out testing and development work on our business systems, research and (e)mailing houses and outsourcing partners,
- send to regulatory or law enforcement agencies if we (in good faith) are required to disclose it in connection with the detection of crime, collection of taxes or duties, to comply with any applicable law or court order, or in legal proceedings,
- use your information on an anonymized basis to monitor compliance with our equal opportunities policy, and
- carry out our contractual obligations between you and Systematix, including timesheets, invoicing, and payments.
We reserve the right to transfer your data to a third party in the event of a sale, merger, liquidation, receivership or transfer of all or substantially all of the assets of our company provided that the third party agrees to adhere to the terms of this Privacy Policy and provided that the third party only uses your data for the purposes that you provided it to us. You will be notified in the event of any such transfer, and you will be allowed to opt out.
Where will my information be held? How is it accessible?
The personal data that you provide to us (including sensitive personal data) may be accessible by other Systematix group companies, clients, and the third parties specified above. Some of these Systematix companies, clients and third parties may be located outside of Canada. Accordingly, your data may be sent to or be capable of being accessed from outside Canada. When we transfer your data outside Canada, we will take steps to ensure your privacy rights are protected as outlined in this Privacy Policy. However, your data may be subject to government access by lawful authorities in the foreign jurisdiction(s).
EU privacy data will be maintained within the EU whenever possible and, if necessary to move outside of the EU, it will be afforded the equivalent protection. Some business processes require us to move necessary data to Canada. We endeavour to ensure cloud-based applications in use retain the data in the EU or we will take all available configuration steps to avoid an uncompliant transfer of data.
How Is Your Data Safeguarded?
We implement commercially reasonable industry standards, policies, procedures, technologies, and best practices to ensure that your data is protected against unauthorized access, inappropriate disclosure, alteration, or misuse. All safety and security measures which are implemented are designed to be appropriate to the sensitivity level of the stored personal data, including:
- premises security,
- restricted access to personal data on a need-to-know basis,
- deploying and improving technological safeguards to prevent unauthorized access,
- encrypted transmission and storage of data whenever feasible,
- internal security policies, and
- screening and training of staff.
How to ask a question or file a complaint
Systematix has a Privacy Office and Privacy Officers for both Quebec and the rest of Canada along with confidential email addresses. You can phone or email any Systematix Privacy Policy questions, inquiries, or concerns. Please email:
Anywhere, except for the province of Quebec:
Attention: Privacy Officer
E-mail: privacy@systematix.com
Telephone: 416-650-9669
Address: 5975 Whittle Road; Suite 110, Mississauga, ON, L4Z 3N1
For the province of Quebec:
Attention: Patrick Gagné, Privacy Officer (in compliance with Law 25)
E-mail: confidentialite@systematix.com
Telephone: 514-393-1313
Address: 740 rue Notre-Dame Ouest, bureau 1500, Montréal, QC, H3C 3X6
Sending us information over the Internet
Your data is held on systems hosted by us or other service providers. The transmission of information via the Internet is not completely secure. Although we will do our best to protect your data, including the use of encryption where possible, we cannot guarantee the security of your data transmitted to our site.
In accordance with Canada’s Anti-Spam Legislation (CASL), you hereby expressly consent to receive, during and after our business relationship, electronic messages from Systematix, including emails and social media, providing information including newsletters, updates, alerts, other publications, news and communications, other information of interest and/or information on our services. Consent can be modified or removed by notifying us or using the unsubscribe mechanism on any of our electronic messages.
We apply CASL regulations requirements for all our communications, including those outside of its jurisdiction.
How do we collect and aggregate information about visitors to our websites?
We collect information about the way jobseekers and visitors use this website to improve our services. We use it to understand our users better and to determine aggregate trends, most popular pages, etc., for all the website’s users. We may share this kind of aggregate data with selected third parties to assist with these purposes where you have consented. We may also undertake marketing profiling to help us identify services or jobs which may be of interest to you. In addition, we may utilize technologies to better allow us to service you, such as cookies.
Our website lists our cookie policy and provides the option of declining non-essential cookies while accessing our website.
Links to other websites
Clicking on links and banner advertisements and RSS feeds may result in your transfer to another website, where data privacy practices may be different to this Privacy Policy. For websites where we provide a direct link, the link destination complies with our privacy policy to the best of our knowledge. Link destinations may be updated without our knowledge or control.
We are unable to control links within third-party websites, links, advertisements, RSS feeds, or information that is submitted or collected by third parties. For example, embedded YouTube advertisements.
It is your responsibility to check other website privacy policies to ensure that you are happy for your data to be used in accordance with the third-party privacy policies.
Privacy Policy Changes
This privacy policy is published on our website and changes to this Privacy Policy will be posted there. If at any time we decide to use personal data in a manner significantly different from that stated in this Privacy Policy, or otherwise disclosed to you at the time it was collected, we will notify you (usually by email), and you will have an opportunity to consent to use your information in a new manner.
APPENDIX 1 – Privacy Guidelines
Personal Privacy Guideline 1 — Accountability
Systematix is responsible for personal data under its control and can be reached via your Systematix Representative or privacy@systematix.com.
Personal Privacy Guideline 2 — Identifying Purpose
The Systematix Privacy policy and Cookie policy are displayed on the Systematix website and used as a guiding document for the collection, storage, and use of personal information by Systematix. It is updated as required by changes in the regulatory or processing requirements.
Personal Privacy Guideline 3 — Consent
Your knowledge and consent are required for the collection, use, or disclosure of your data, except where inappropriate or required by law. Systematix shall obtain express consent to collect your personnel data. Consent to our use of personal data can be withdrawn at any time by contacting your Systematix Representative, privacy@systematix.com, or following the instructions included in any electronic communications.
Personal Privacy Guideline 4 — Limited Collection
Personal data collected is limited to what is necessary for identified purposes and collected by fair and lawful means. In general, Systematix neither collects nor retains information regarding health, race, or ethnic origin. However, some clients have regulatory requirements to report diversity and we collect such data under these requirements when required. Systematix does not collect or retain Canadian Social Insurance Numbers (or a foreign equivalent) except as required for reporting regulatory and fiscal reporting requirements, as required by law in applicable jurisdictions.
Personal Privacy Guideline 5 — Limiting Use, Disclosure and Retention
Personal data will only be used or disclosed for the purpose for which it was collected unless you have otherwise consented, or when it is required by law. Your data is only to be retained for the period required to fulfil the purpose for which it was collected and as required by statutory and contractual requirements.
Systematix respects the right to be forgotten as limited by regulatory and contractual obligations. Please contact your Systematix Representative or privacy@systematix.com if you want your data removed from Systematix systems.
Personal Privacy Guideline 6 — Accuracy
Personal data shall be maintained as accurately as possible to fulfil the purpose for which it is to be used. If any of your information changes or is in error, please contact your Systematix representative or privacy@systematix.com.
Personal Privacy Guideline 7— Safeguarding Information
Personal data within Systematix is protected by security safeguards appropriate to the sensitivity of the information. These safeguards are changed or improved by Systematix on an ongoing basis in accordance with industry best practices, improved technology, and in response to known or potential threats to the information.
Personal Privacy Guideline 8 — Openness
The Systematic Privacy Policy is available on the Systematix website, through your Systematix Representative, or privacy@systematix.com. Updates to the privacy policy are published on the Systematix Website and specific consent, if required, will be collected from individuals directly.
Any questions or concerns should be addressed to your Systematix Representative or privacy@systematix.com.
Personal Privacy Guideline 9 — Access
Upon request, you shall be informed of the existence, use and disclosure of your data, and shall be given access to it. You may verify the accuracy and completeness of your data and may request that it be amended, if appropriate. Summary information is available on request, and we will attempt to respond to the request within 30 days of receipt. More detailed requests which require archive or other retrieval costs may be subject to our normal professional and disbursement fees and may require a longer response time.
Contact your Systematix Representative or privacy@systematix.com, if required.
Personal Privacy Guideline 10 — Handling Complaints and Suggestions
You may direct any questions or concerns regarding your personal information and/or the Systematix retention and use of that data to your Systematix Representative or privacy@systematix.com
